These template minutes record the proceedings at a general meeting that is
held as a hybrid meeting, i.e., a meeting that is being held both at a
physical location and electronically.
Following the expiry of the provisions enabling companies to hold closed
meetings because of the COVID-19 pandemic on 30th March 2021,
many companies may still consider it both necessary and desirable to limit
the size of gatherings and want to recommend to its shareholders that they
do not attend such meetings in person. As there remains some legal
uncertainty over the holding of purely virtual general meetings, the most
practical way for a company to proceed is to hold a hybrid meeting. Unless
a company’s articles specifically prohibit virtual attendance at meetings
or require shareholders to be physically present to count as attending, it
can host a hybrid meeting.
For a hybrid meeting to be validly held all participants, whether physical
or virtual, must be able to participate on an equal basis. Companies will
need to give some thought to this and ensure it has the technology in place
to allow everyone to speak and be heard. Companies can however strongly
recommend shareholders do not attend in person, given the potential risks
associated with this and suggest that for voting, the chairperson is
appointed as their proxy. This template has been drafted on the basis that
most shareholders will attend virtually, and the chair has been appointed
as their proxy.
Once you have subscribed to the appropriate document folder click on the
“Download Document” button below. You will be asked what you want to do
with the file. It is recommended that you save the document to a location
of your choice prior to viewing.